4 Privacy notice

SystemService, identified by the address and registration details at the start of this package, is the controller for its own operations: accounts, sales, billing, contact, security and website analytics. Privacy contact: info@systemservice.nl. For a repair business’s jobs and customers, that business is the controller and SystemService acts as processor under part 3. This notice does not replace the repair business’s information to its customers.

We process form and profile data, information supplied by an authorised company administrator, payment information from Stripe and technical usage events. This includes identity, company and contact details, correspondence, transaction identifiers, IP addresses and information needed to protect accounts. Stripe handles payment card data. Do not include card details in ordinary messages or support requests.

Performance of a contract or pre-contractual steps is the basis for contracting with an individual business owner. Representatives’ and employees’ details are used under our legitimate interest in communication and performing the company contract. Billing and mandatory records rely on legal obligations. Security and legal claims rely on legitimate interests, balanced against individual rights. Activities requiring consent, including applicable cookies, are separate from accepting the terms.

We use Hostinger to host the platform, LH.pl Sp. z o.o. for email and backup storage, and Stripe for payments and billing. The platform’s infrastructure is in Germany, LH.pl services are provided in Poland, and the AI feature is operated by SystemService in the Netherlands. Providers receive only the data needed for the relevant service. Authorised persons supporting SystemService, advisers and authorities may also have access where this is necessary and lawful.

If a user enables notifications in the mobile app, we use Expo and the notification services of Apple (iOS) or Google (Android) to deliver them. The device notification identifier, title, part of the message and a link to the relevant place in the app are transmitted for this purpose. Notifications can be disabled in the device settings.

Stripe Payments Europe, Limited handles payments and billing as a processor or independent controller, depending on the purpose. Data are also transferred outside the EEA, including to Stripe, LLC in the USA. Stripe’s transfer addendum provides for the EU–US Data Privacy Framework where applicable and otherwise the appropriate European Commission standard contractual clauses. Information on roles and copies of safeguards: https://stripe.com/nl/privacy, https://stripe.com/nl/legal/dpa and https://stripe.com/nl/legal/dta. You may also ask SystemService for information about the relevant transfer.

With the user’s consent, we use Google Analytics 4 (GA4), provided by Google Ireland Limited and activated through Google Tag Manager, to analyse traffic on the public website and improve its operation. Data processed includes cookie identifiers, information about visited pages, interactions, the source of the visit, the device and browser, and approximate location. Google’s information on its use of data: https://policies.google.com/technologies/partner-sites.

Data is sent to Google and may be processed outside the EEA, including by Google LLC in the United States. Google uses the EU–US Data Privacy Framework within its applicable scope and standard contractual clauses for other transfers where required. Information and copies of safeguards: https://policies.google.com/privacy/frameworks and https://business.safety.google/adsprocessorterms/.

GA4 is configured to retain event data for 2 months and user data for 14 months. The user-data retention period restarts when the user is active again. These periods apply to data covered by GA4 retention settings and do not apply to most standard aggregated reports.

The account’s operational data and the repair business’s customer data are subject to the periods and rules in Part 1 and the instructions in Part 3. Account deletion closes user access and covers customer data, tickets, devices, messages, inventory, the service price list, and related history and attachments. Retention of necessary billing and legal documentation does not mean that the account remains active.

We separately retain necessary company details, invoices, purchase and contract records, payment authorisations and evidence required for legal obligations or legitimate claims. Basic accounting records generally have a 7-year retention period calculated under the applicable tax rules, not automatically from account deletion; specific obligations may require longer. This does not turn all repair job data into SystemService’s accounting records.

Access to retained documentation is limited to authorised persons and the purpose of retention. We do not use it for marketing or to restore a deleted account. Backups created on a regular cycle are generally retained for 30 days. A failure of the backup process may extend this period; further retention is limited to the time necessary to maintain the ability to recover data. Additional backups associated with specific work are retained only for the time needed to complete and check that work. Data deleted from the live system is removed from backups as part of their deletion cycle. The controller’s instructions and individuals’ statutory rights are addressed in accordance with Part 3. Separate security logs and other correspondence have their own retention periods based on their purpose and legal obligations.

Enquiries submitted through the website contact form and related correspondence are deleted from the mailbox immediately after the matter is closed.

Within legal limits, you may request access, correction, deletion, restriction and portability and object to processing. Consent may be withdrawn without affecting prior lawful processing. We generally respond within one month; any lawful extension is explained. You may complain to the Autoriteit Persoonsgegevens or another competent data protection authority. Questions about job data should first be directed to the repair business acting as controller.

Required order details are necessary for contracting and billing; purchase may not be possible without them. Optional information is marked separately. The system uses confirmed payment status to restrict access and calculate deletion dates under Part 1. If there is an error, SystemService can be asked to review the data and decision. Exercising data rights does not require a purchase or card details.

The assistant in the dashboard uses artificial intelligence. The history contains the last 30 messages and is stored in the browser separately for each user on that device, until the user selects “Clear chat” or deletes the browser data. There is no automatic deletion period for this history.

SystemService processes the question and the context needed to prepare the AI response, including information entered by the user. The legal basis is the legitimate interest in providing assistance and, for data entrusted for processing, the controller’s instructions in accordance with Part 3. An AI response may be incorrect and must be checked before use.

On SystemService’s public pages, after marketing consent, we use the OpenAI Ads pixel to measure visits, submitted contact or demo requests and the start of checkout. These events are shared with OpenAI to attribute them to a campaign. Starting checkout is not a purchase. Measurement does not run in the account dashboard, SU, or on login and activation pages.

The pixel may use an ad click identifier (__oppref, up to 30 days) and a browser identifier (__obref, up to one year). The __oaiq_consent cookie (up to 30 days) and oaiq_consent in browser storage keep the consent choice. Browsers may shorten cookie lifetimes. Enabled automatic advanced matching may detect contact information entered in forms: email addresses, phone numbers, first and last names are normalized and converted to SHA-256 hashes in the browser before being shared with OpenAI. Matching may also include country, city, region and postal code. Hashes are used for matching and do not mean that the data is anonymous.

The pixel loads only after marketing consent. You can withdraw consent in ‘Cookie settings’; we stop further measurement and remove the pixel identifiers from this website’s cookies. Your consent choice is stored in the browser. Provider information: https://developers.openai.com/ads/measurement-pixel and https://openai.com/policies/privacy-policy/. This notice supplements the website’s measurement description and does not change the terms of a purchased subscription.